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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 19, 2019 TITLE: AWARD CONTRACT TO C3 TECHNOLOGY SERVICES FOR SHARP COPIERS ($900,000) (SPECIFICATION NO. 19-013) (STRATEGIC PLAN NO. 6,1) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 15t Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Award a contract to C3 Technology Services for sharp copiers for a four-year period expiring February 28, 2023, in the amount of $700,000, plus a contingency of $200,000, for a total amount not exceed $900,000, subject to non -substantive changes approved by the City Manager and City Attorney. The City of Santa Ana utilizes multifunction printers (MFPs), more commonly referred to as "copiers," throughout the organization to facilitate daily operations. These MFPs have the ability to copy, print, and fax. The City currently owns 90 Sharp MFPs and rents two. The majority of these MFPs were leased between 2012 and 2015 in multiple phases. The leases were eventually consolidated into one lease that was completely paid off in 2018, at which time the City owned the 90 MFPs outright. In an effort to reduce costs, the City has been strategically decreasing the number of stand-alone printers it uses and relying more on shared MFPs. The cost to print is much less on an MFP than on a stand-alone/network printer, thus allowing the City to reduce expenditures. The City now has approximately 150 stand-alone/network printers — down from 500 in 2012. The useful lifespan of an MFP varies depending on usage and maintenance. The lifespan can be as low as two to three years for a very heavily used device; however, in general the accepted lifespan for a typical floor - standing MFP used regularly is five years. Once the useful life has been exceeded, the copier will begin to experience frequent malfunctions, and eventually poor print quality. With the majority of the City's fleet of MFPs nearing their end of useful life, there has been an increase in service calls, particularly with the older and more heavily used machines. The Information Technology Department has established a plan to begin replacing the City's MFPs. Replacements will take place over the next three to four years in a series of phases, beginning with the devices experiencing the most malfunctions. Establishing a replacement contract for MFPs will allow the City to purchase and replacement on an as -needed basis. 2213-1